What is a visitor management system?
Essentially, it’s the electronic version of the familiar visitor sign-in sheet— an automated way to keep tabs on everyone who has entered your building. But that’s just the tip of the iceberg. A good visitor management system does a lot more than that.
Visitor management systems come in a variety of forms, but they’re not all created equal. They range from a tablet-based application to a company that will deliver a scalable solution backed up by call support.
With such a wide variety of options, finding the perfect visitor management system is no easy task. In fact, if you play the comparison game, you could find yourself spinning your wheels, trying to find the right system among the many, each with a different level of technology, customization, and support.
Today’s post is about helping you separate the wheat from the chaff—we want to help you find the right visitor management system for your company or organization.
Here are the 9 things you want your visitor management system to do for your corporate lobby.
1. Watches and Security Alerts
A robust visitor management system should improve building security and employee safety with watches and security alerts. If your reception desk sets an alert, VIP visitors will immediately be flagged, and special requests or security problems will be made known. An extra benefit is the ability to email your security desk automatically should a “watched” visitor attempt to enter your building.
2. Transfer Check-In Locations
Should you wish to transfer a visitor’s check-in location from one location to another, your visitor management system should be able to perform this function. While this might seem like a given, it’s not necessarily the case for every visitor management system.
3. Automatic Scanning
Another feature that’s a must is the ability to automatically scan visitors’ passports, business cards, driver’s licenses, or any other form of identification that they might present. This is a seamless way to store the identification of each and every visitor to your location, simplifying any future visits as well as creating an audit trail for future alerts.
4. Digital Photo Capture
Digital photo capture is a must for a modern visitor management system. This feature will allow you to email photos of the visitors to the visitor’s host, and it will enable you to store the photo in your visitor database for future reference, should you ever need to see it again.
One of the advantages of an updated visitor management system is the reporting. It will allow you to know if any visitors are in the building after hours as well as who those visitors are. You can easily determine how frequently anyone is visiting as well as who they visit.
6. Automatic Email Notification
This feature will ensure that missed voicemails are a thing of the past; automatic email notification will streamline communication between you and your clients, and it will automatically redirect messages to administrative assistants or others.
7. Item Tracking
A great visitor management system will eliminate the “Where’s my package?” phenomenon; all inbound deliveries and mail received at the reception desk will be carefully tracked, so you’ll always know where and when a package was received.
8. Resource Management
Are meeting rooms sometimes war zones, with people vying for the space, insisting that their meetings take precedence over others? Your visitor management system can put a stop to that. Employees can reserve any pre-defined “resources”, including meeting rooms, AV equipment, parking spaces, and more. They’ll simply have to submit their request to the receptionist, and peace will reign again.
9. Batch Pre-Registration
A group meeting can be chaos at the reception desk, with everyone trying to sign in at the same time. A visitor management system can help you regain control by pre-printing badges and giving them to visitors prior to the meeting, significantly expediting the entry process and restoring order.
Bringing in a powerful, scalable visitor management system that includes great support will add value as well as an extra level of security to your corporate lobby. Focusing on the nine points above will ensure that you’re choosing the robust system you need for your corporate lobby.
If you’re now looking for a complete tracking solution and have additional questions, we would love to hear from you. Get in touch with us today and tell us what you need.
Want to see Vuetura Software in action? Request a personalized demo today.